Agency Payment Entry

Approximately 80% of our subscription payments are received from agencies. The payment entry procedure is similar to the Direct Payment Entry process.

Agency payments may not have our iMIS ID number on the media and will need to be looked up before entry.

STEP ONE: OPENING A BATCH

Before you can process any subscriptions, A/R Cash must be open.

Batches are created by date, and there will be multiple batches for each date.

The batch numbers always begin with the year/month/day followed by the next batch number available for that date.

Each subscription batch has a control sheet attached to it.

You will need to open the batch listed in the top right corner of the control sheet. In order to do this:

Click on A/R Cash icon

Click on Manage Batches

Click open

Type in batch number listed on transaction sheet

On the left hand side you will notice a number of different batches.

To locate your batch, click on the word open or find and type in your batch number next to the word Batch, hit enter.

Once you have located your batch, reconfirm that the control amount matches the total amount on your control sheet.

Click on VIEW BATCH (located at left hand bottom portion of screen)

Close the window by clicking on the X

Your batch is now open and ready for entry.

STEP TWO: PAYMENT ENTRY

Go to Customer Screen

Click Find or CTRL F to bring up the Search Window

Choose ID Search and enter the Customer ID Number from the media.

When record appears confirm that it is the correct subscriber-the name and address should be exact; if it's an organization with an individual's name check Salutations to make sure the product code and name has been entered there for the attention line.

Enter any address changes during payment entry if time allows, if not remember to go back to the batch and update any changed information.

CLICK the BILLING TAB

Confirm the title you are paying is on the record and has been billed for the correct amount and the correct dates.

CLICK the Payment button to the right-this will open Dues/Subscription payment by Individual window.

CLICK New button at the top of the window.

Enter source code-click magnifying glass to look up the code or the source code would be one of the following:

88=Agency Renewal

882=Agency New Subscription

Enter check number-To speed up entry if there is one check paying many subscriptions highlight the check number>press CTRL C and copy the check number. Each entry after that the check number can be entered by PRESSING CTRL V.

Enter amount and make sure that it is applied to the title you are paying and that the expiration date has rolled forward correctly.

CLICK OK and go to the next entry.

Once you have completed the payment entry, you will need to complete the subscriptions window. You will enter the agency information for any subscriptions that are new or did not come from the agency with the correct ID number on the form.

You can do this during each entry or complete the batch and go back to enter the subscription window information. It is quicker to complete the payments first and go back to complete the subscriptions window.

STEP THREE: ADDING AGENCY INFORMATION TO SUBSCRIPTIONS WINDOW

1. CLICK Membership>Additional Windows>Subscriptions
2. The subscriptions window will open>CLICK Edit on the iMIS toolbar to the left
3. Go to subs window click drop down arrow scroll down and CLICK New Record

4. Agency ID (Swets & others)-Functions the same as our iMIS ID number, stays the same as long as the subscription is active or for reactivation. If the number is correct there is no need to enter the number again.
Enter Product Code, Agency ID and Agency Name in caps, CLICK OK
5. Agency PO (Ebsco & others)-Functions as a purchase order or order number, changes from year to year must be entered every year.
Enter Product Code, PO Number, Good Thru date (expiration) and Agency Name in caps, CLICK OK
6. New/Corrected ALA ID Numbers for Swets and Ebsco-if there is a number written on the form we need to indicate it is new by putting an X in the S&S ID field.

It is especially important that we indicate the Corrected/New ID numbers with an X so that we can send files of these updated ID numbers to the agencies.